District Administrative Assistant

Guild Mortgage Company; California (MO); On-site; USD 72,150,000 - 120,061,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

AD&D

LTD

401(k) with employer match

Job summary

Guild Mortgage Company is seeking an experienced Executive/Senior Assistant to support the District Manager and branches. Responsibilities include staffing, onboarding, scheduling, travel coordination, and report preparation.

The role involves assisting with HR processes, accounts payable, expense reports, and maintaining efficient office operations in a fast-paced environment.

Qualifications

• High school diploma or GED.
• 3+ years of Executive/Senior Assistant experience in a corporate environment.
• Typing 60+ wpm.
• Proficient with Microsoft Office applications and advanced calendar management.
• Strong verbal and written communication with executives.
• Discretion and confidentiality in all communications.

Responsibilities

• Post for positions externally and review applicants; schedule interviews.
• Coordinate with Management and Regional Administrative Assistant for staff and compensation changes.
• Manage calendars and travel for District Manager and plan meetings.
• Prepare reports and minutes; track and organize documents.
• Oversee accounts payable and expense reporting processes.

Skills

Excellent verbal & written comms

Highly organized

Independent worker

Discretion & confidentiality

Time management

Professional demeanor

Education

High School or GED

Tools

Microsoft Office Suite

Outlook

PowerPoint

Excel

Word

Wiki

Job description

Guild Mortgage Company, closing loans and opening doors since 1960. As a mortgage banking firm, we are dedicated to serving the homeowner/buyer. Our goal is to provide affordable home financing for our customers, utilizing the best terms available while providing a level of professionalism and service unsurpassed in the lending industry.

Position Summary

Supports the District Manager and branches in the assigned District by facilitating administrative needs of the district including assisting Regional Administrative Assistant in hiring and onboarding procedures, accounts payable, expense reports, managing schedules, creating and tracking documents and reports, organizing meetings, agendas, and catering needs.

Essential Functions

Human Resources

• Collect position offer terms and documentation for submission by the Regional Administrative Assistant.
• Post for positions externally and review applicants; schedule interviews.
• Coordinate with Management and Regional Administrative Assistant to facilitate staff and compensation changes and exceptions.
• Work with Regional Administrative Assistant to track terminated employee procedures, including return of equipment, elimination of system and 3rd party vendor access.
• Scheduling and Event Planning
• Answer phones and manage appointments and travel for District Manager.
• Communicate proactively with District Manager on schedule needs/changes.
• Arrange for meetings and conference calls as needed.
• Coordinate District activities inclusive of sales events, sales rallies, monthly calls etc.
• Coordinate meetings with recruits, including travel, meals and meeting space.

Accounting

• Process Accounts Payable.
• Reconcile corporate credit cards; create and submit expense reports and reimbursements.

Compensation

• Calculate and post special bonuses.
• Review staff bonuses and LO incentive compensation for accuracy

General Administrative

• Oversee the administrative function time-keeping records, office procedures, and office organization.
• Order business cards and other office supplies.
• Maintain District phone list; assist in navigating corporate contacts.
• Work with Regional Administrative Assistant to track and order electronic equipment.
• Produce minutes with action items on meetings.
• Collect and analyze information; prepare reports, manage document process flow and provide timely follow up on all process and documentation requirements
• Send emails, faxes and documents as needed to internal and external customers.
• Other duties as assigned by District Manager.

Qualifications

• High school or GED.
• At least three (3) years of Executive/Senior Assistant experience in a corporate environment or related industry.
• Highly proficient with Microsoft Office (Outlook, PowerPoint, Excel, and Word), with heavy calendaring and advanced features, including task management.
• Typing at 60+ wpm.
• Demonstrated ability to work independently.
• Advanced verbal and written communication skills and very comfortable communicating with executives. Proficient facilitator.
• Exhibits discretion and professionalism in all communication. Asserts high level of confidentiality.
• A self-driven, self-confident, positive, results-oriented, can-do attitude; very professional demeanor; creative; resourceful; and adaptable. Enjoys pace of fast turn-around timelines. Strong time management skills.
• Organized with a meticulous, perfectionist orientation; highly detail-oriented with ability to effectively and impeccably organize and manage high volume.
• Flexible to adjust to changing business needs and priorities.

Company Required Skills

• Excellent verbal and written communication skills required.
• Highly organized and detail-oriented; ability to work in a fast-paced, metrics-driven environment required.
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third‑party software applications required.
• Commitment to company values.
• Customer Service - Proactive attention to each person
• Integrity - Do and say what's right
• Respect - Treat others with dignity
• Collaboration - Listen and work together
• Learning - Seek knowledge and strive for improvement
• Excellence – Deliver the unexpected

Supervision

N/A

Requirements

• Physical: Work is primarily sedentary; occasionally walks and/or stands.
• Manual Dexterity: Frequent use of computer keyboard and mouse.
• Audio/Visual: Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio; e.g., words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media.

Statement

This document describes the general content and identifies essential functions and requirements for performing this position. It is not intended to be an exhaustive statement of duties, responsibilities, or requirements. Guild Mortgage complies with the ADA and considers reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential job functions. Employment with Guild Mortgage is “at-will,” meaning that either the Company or an employee may terminate the employment relationship at any time, with or without cause, advance notice or stated justification.

Guild offers a pleasant work environment, competitive compensation and excellent benefits package; including medical, dental, vision, life insurance, AD&D, LTD and 401(k) with employer match.

Guild Mortgage Company is an Equal Opportunity Employer.

Target Salary Range: $25.18 - $41.90
Compensation at Guild is influenced by a wide array of factors including but not limited to local and federal minimum wage requirements, education, level of experience, and applicant’s geographical location.

Qualifications

Education

Required

High School or better.

Experience

Required

3 years:

3 years: Executive/Senior Assistant experience in a corporate environment or related industry.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.